Communications Committee

Roles

Content writer creator Lead (Mandatory)

Prepare and coordinate with other team leads to produce content / blog posts / announcements for each important milestones, such as:

  • CFP launch, and once a week until CFP closes
  • Speaker announcement (work with speaker coordinator)
  • Keynote speakers announcement (work with keynote coordinator)
  • Panels announcement (work with panels coordinator)
  • Workshops announcement (work with workshops coordinator)
  • Sponsorship requests (work with sponsorship coordinator)
  • Registration opens
    • CTA to make donations
  • Conference begins
    • Announcement about how it works, our online platform, etc
    • Reminder about the conference, how to join
    • Donate
  • End of conference
  • Volunteer sign ups

Social media coordinator

  • Schedule some posts inbetween now and conference
  • Post about past conference talks, etc
  • Produce short videos about cfp, the conference, etc

Engagement Lead (Optional)

  • Be in charge of starting discussions around the announcement, new posts, and milestones in the conference timeline
  • Engaging with the audience by starting polls around technological topics, to get insights from the audience.
  • Invite people without a lot of Discord interaction to participate by asking questions directly
  • Start and manage “Coffee breaks” events in the Audio/video channels in order to get people to interact with each other.
  • “Animator” / MC
  • Could be individuals, could be a team of individuals, no lead

Processes

Tools to Simplify Diffusion

The Design & Social Media team uses various tools and software to simplify the diffusion of conference-related content through social media platforms. They evaluate and select tools that facilitate scheduling, monitoring, and analyzing social media posts. These tools may include social media management platforms, content scheduling tools, analytics tools, or other relevant applications. The committee ensures that these tools streamline the process, save time, and enhance the effectiveness of social media diffusion efforts.

Schedule Reminders Regarding Conference Milestones:

The Communications Committee is responsible for ensuring effective communication regarding conference milestones. They work closely with the conference organizers and other committees to establish a timeline and milestones for the event. The committee then schedules reminders and notifications to be sent out to attendees, speakers, volunteers, and the community. These reminders may be in emails, or newsletters, and should effectively convey essential dates, deadlines, and updates related to the conference.

Prepare Slides for Different Events:

The Communications Committee collaborates with the marketing or outreach team to create visually appealing slides or presentation materials for different events associated with the conference. These events may include community meetups, workshops, webinars, or promotional events. The committee ensures that the slides effectively communicate the key information about the conference, such as its objectives, featured speakers, agenda highlights, and registration details. The prepared slides help to generate interest and engagement among the target audience.

Create Calendar for Publications:

The Communications Committee collaborates with the marketing or content team to create a calendar for conference-related publications. This calendar serves as a guide for determining the timing and frequency of content releases, such as blog articles, press releases, newsletters, and other promotional materials. The committee ensures that the calendar is well-structured and allows for efficient planning and coordination of content publication across various channels. They work closely with other teams to ensure the content aligns with the conference objectives and is consistently disseminated to the target audience.

The Communications Committee’s role is to facilitate effective communication and promotion of the PyLadies Con conference. By scheduling reminders, preparing slides, planning social media diffusion, selecting relevant tools, and creating a content calendar, the committee helps to ensure that key milestones and conference updates are effectively conveyed to attendees, speakers, volunteers, and the broader community. Their efforts contribute to maximizing the visibility, engagement, and success of the conference.